How to Fix HP Scan to Email Not Working Issues

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Is your HP Scan to Email Not Working?

Are you frustrated because your HP printer’s scan to email feature isn’t working? This is a common issue for both home offices and small and medium-sized businesses. In this guide, we’ll walk you through the most common causes and proven solutions, so you can get back to scanning and sending documents with ease.

Check your DNS settings

While doing IT Support tasks for Landon Technologies, the top reason we have discovered that keeps the scan to email feature from working is that there are missing network configuration settings that need to be manually added to the HP. The missing settings are usually the primary or secondary DNS servers. HP refers to this as Preferred DNS Address and Alternate DNS Address. DNS servers are what allows any computer, printer, server or smartphone to communicate over the internet. If you are attempting to setup scan to email on an all in one device (regardless of the make and model of scanner) check that there is at least one DNS server address listed. Without a DNS server being listed, then your HP all in one will not be able to communicate with the internet to send your scan via email.

What DNS Server settings to use?

If you do not see a DNS server address listed in the network settings of your HP then one will need to be added. You could use the DNS server addresses readily available from your Internet Service Provider (ISP). Each ISP has their own individual DNS servers and you are free to use them. For example, if you are a Comcast Internet customer you can use the DNS IP addresses 75.75.75.75 and 75.75.76.76 or as an alternative you can use Google's Public DNS IP addresses 8.8.8.8 and 8.8.4.4.

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Not Just HP

If you are having issues with getting scan to email to function on any printer, copier, all in one or scanner, check for proper DNS settings. It is something that can be easily overlooked on any Ricoh, Canon, Xerox, Epson, Samsung, Dell, OKI, Panasonic, Sharp, Kyocera or Konica Minolta.

How to Scan a Document to Email?

For how to scan a document from a printer to email, follow these general steps. Note that specific steps can vary depending on the printer model and manufacturer. Here’s a basic guide:

Prepare Your Document:

• Place the document you want to scan on the scanner bed or in the document feeder. Ensure it is aligned correctly.

1. Access the Printer’s Control Panel:
   • Go to the printer’s control panel. This can be a touchscreen or a physical button interface, depending on your printer model.
2. Select the Scan Option:
   • Look for the “Scan” button or icon on the control panel. Select it to access the scanning menu.
3. Choose Scan to Email:
   • In the scanning menu, select “Scan to Email” or a similar option. Some printers may require you to go into a submenu to find this option.
4. Enter Email Details:
   • You may need to enter the recipient's email address directly on the printer’s control panel. Some printers allow you to select from a list of pre-configured email addresses.
   • If prompted, you might need to enter your email address and a subject line for the email.
5. Adjust Scan Settings:
   • Set the scan settings according to your preference (e.g., resolution, color, file format). This can usually be done in the scan menu.
   • Choose whether to scan a single page or multiple pages if your document has more than one page.
6. Start the Scan:
   • Once everything is set, press the “Start” or “Scan” button. The printer will begin scanning the document.
   • Wait for the scanning process to complete. The time taken will depend on the number of pages and the selected resolution.
7. Send the Email:
   • After scanning, the printer will process the scanned images and prepare them for emailing.
   • The email with the scanned document attached will be sent to the specified email address.
8. Confirmation:
   • Some printers provide a confirmation message on the control panel once the email is sent successfully.
   • Check your email or ask the recipient to confirm that they received the scanned document.

Additional Scan to Email Tips:

• Printer Software/Apps: Some printers come with software or mobile apps that can facilitate scanning to email. Check if your printer has such an option.
• Network Connection: Ensure your printer is connected to the network and has access to the internet to send emails.
• Printer Manual: Refer to your printer’s user manual for specific instructions and troubleshooting tips tailored to your model.

If you need help with a specific printer model, please reach out to us by phone or contact form and provide us the model number, and we can give you more detailed instructions.

HP Scan to Email Not Working: Disclaimer

This article is assuming that you have followed the manufacturers user manual and instructions for setting up your device for scan to email and that all other instructed settings are correct. It also assumes that you have input the correct SMTP server email settings into your HP scanning device. If you find that you do have accurate DNS addresses and you are still not able to scan to email after reviewing this article, then we would recommend that you contact Support directly from the printers manufacturer. If you would prefer in-person assistance, then you might consider looking for a local computer support professional or IT Support company like us to assist you further.

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💡 Need Ongoing IT Support?

If your team frequently runs into printer setup issues, email configuration problems, or other technical hurdles, it may be time to consider professional IT help. At Landon Technologies, we provide Remote IT Support for Small Businesses across the U.S.

Whether you're a business in Atlanta, GA or operate in multiple states, our experienced technicians can assist with:

• Printer and scanner troubleshooting
• Microsoft 365 and email setup
• Network connectivity issues
• Device configuration and updates

✅ Fast, friendly support. No long-term contracts. Just expert help when you need it.
Learn More About Our IT Support Services

Call us at (888) 596-3998 for questions related to our services.

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Frequently Asked Questions - HP Scan to Email Not Working

❓ Why is the scanner not sending to my email?

There are several common reasons a scanner may fail to send documents to your email:

• Incorrect SMTP settings – Ensure the outgoing mail server, port, and encryption method (SSL/TLS) are correctly configured.
• Authentication errors – Most email providers require a valid username and password. If using Gmail, you may need an App Password if two-factor authentication is enabled.
• Network issues – Verify the scanner is properly connected to the internet or your local network.
• Email address errors – Double-check that the recipient email is correctly entered.
• Blocked by email provider – Some providers may block scan-to-email attempts if the settings appear suspicious or insecure.

Double-check all configuration settings and test connectivity to resolve the issue.

❓ Why is my HP Scan to Email not working?

If your HP Scan to Email feature isn’t working, several issues could be the cause:

• Incorrect SMTP settings – Double-check the outgoing mail server, port number, and encryption method (SSL/TLS).
• Authentication problems – Many email servers require a valid username and password. If using Gmail or Outlook, an App Password or specific security settings may be necessary.
• Network connectivity – Ensure your HP printer is connected to the internet or your local network.
• Outdated firmware – Update the printer’s firmware to resolve compatibility issues.
• Blocked ports or firewall – Your network firewall may be blocking the SMTP port used by the printer.
• Email server security updates – Some providers (e.g., Google, Microsoft) recently changed security policies that may require updated configurations.

Try running the printer’s built-in network diagnostics or accessing the Embedded Web Server (EWS) for detailed error logs.

❓ How do I scan from an HP printer to email directly?

To scan directly to email from your HP printer, follow these general steps:

1. Access the printer’s control panel.
   Tap the Scan or Email button, depending on your model.
2. Set up or select an email profile.
   If it’s your first time, you may need to configure the email setup using the printer's Embedded Web Server (EWS) on your computer.
3. Enter the recipient’s email address.
   You can either type it in manually or select it from the address book if previously saved.
4. Adjust scan settings (optional) –
   Choose resolution, file format (PDF, JPEG), and color options as needed.
5. Press Scan or Send.
   The printer will scan the document and send it directly to the specified email address using the configured SMTP settings.

Note: For this to work, your printer must be connected to the network and have valid SMTP server settings configured.

❓ What is the SMTP port for HP Scan to Email?

The SMTP port you use for HP Scan to Email depends on your email provider and encryption settings:

• Port 465 – For SMTP with SSL encryption
• Port 587 – For SMTP with TLS encryption
• Port 25 – Sometimes used for non-encrypted or internal mail servers (not recommended for external use)

For example:

• Gmail: smtp.gmail.com with port 465 (SSL) or 587 (TLS)
• Outlook/Office 365: smtp.office365.com with port 587 (TLS)

Always ensure the correct port is selected based on your provider’s requirements and that any firewall or network settings allow traffic through that port.

❓ Why is my scanner not communicating with my computer?

If your scanner isn’t communicating with your computer, it could be due to several common issues:

• Connection problems – Check that the USB cable is securely connected or that both devices are on the same Wi-Fi network if using wireless scanning.
• Scanner not powered on – Make sure the scanner or multifunction printer is turned on and ready.
• Driver issues – Your computer may be missing the correct scanner driver or software. Visit the manufacturer's website to download and install the latest version.
• Firewall or antivirus interference – Security software may be blocking the connection. Try temporarily disabling it to test the scan.
• Scanner not set as default – In some cases, your system may default to another device. Check your scanning application or system settings.

Restarting both the scanner and computer often resolves minor communication glitches.

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